Police Records Specialist

NATURE OF WORK

This is highly responsible administrative work with the support duties and maintenance of records and files in the Police Department.

Work involves responsibility for performing diverse secretarial and support service activities. Work also includes the maintenance, distribution and control of police reports, records and files. Work often involves public contact. Work requires the exercise of judgment, initiative and discretion based on knowledge of operating policies and procedures as well as the Freedom of Information Act. The employee performs duties with a minimum of supervision. Direction is usually required for special assignments or unusual situations. Work is reviewed for achievement of desired results and adherence to policies and procedures.

Employees within this classification will have unfettered access to criminal histories and have the ability to amend, otherwise modify or delete them.

Employees within this classification will be subjected to reports of criminal activity to include graphic descriptions of violent and sexual acts and pictures or video depictions of such acts.

Employees within this classification will have access to highly sensitive and confidential information regarding unsubstantiated allegations of criminal activity, on-going or potential investigations of narcotics trafficking activity and complaints made against the police department or specific police officers.

ESSENTIAL JOB FUNCTIONS (The following are illustrative of the duties and responsibilities associated with this position, but are not intended to be all inclusive.)

Operates a computer terminal for entering a variety of reports and information into the automated police records system, both in-house for the Town and for the NCIC system; Enters information from crime, accident, incident, and motor vehicle reports, infractions, summonses and from a variety of other source documents.

Prepares on a daily basis police reports, arrest warrant applications, infraction notices and other documents for delivery to court.

• Verifies that all required documents are included and properly prepared
• Prepares daily transmittal for submission to the court and to the Infraction Bureau in order that all documents sent from the police department to any outside agency is properly accounted for and tracked.

Processes arrest warrants, search warrants, Ex Parte warrants and other similar documents when received from court.

• Enters data in computer database
• Files copies appropriately
• Forwards documents to proper supervisor for further action

Supplies on a daily basis reports to various outside agencies and individuals in compliance with Freedom of Information Act.

• Redacts information as necessary to be in compliance with Freedom of Information Act.
• Collects money for reports if appropriate, and maintains an accounting of such receipts

Assist agencies outside the department by providing information; regarding police and court procedures.

• Directs individuals to the appropriate agency.
• Retrieve files from archival storage.
• Responds to request of authorized agencies for background criminal history checks.

Maintains alarm registration files in accordance with Town Ordinance

• Notifies homeowners of alarm registration requirement
• Collects alarm registration fees
• Prepares notices for violation of alarm ordinance
• Collects alarm ordinance violation fees

Files case reports, accident reports, incident reports, and other documents, following prescribed procedures and methodology.

Operates a variety of office equipment

• The computer terminal
• Typewriter
• Facsimile Machine
• Photo Copier
• Document Scanner
• Video Surveillance Equipment

Maintains miscellaneous departmental operational records, petty cash disbursements, permit files, etc.

In the absence of the Chief’s Secretary; prepares the weekly department payroll and processes accounts payable, answers the telephones for the administrative department.

Receives and screen telephone calls and visitors

Responds to inquiries and complaints

Handle routine matters and directs unusual matters to superiors or appropriate authorities

Assist members of the department with research and data gathering tasks.

Promotes and maintains responsive community relations.

Prepares monthly National Incident Based Reporting System (NIBRS) and forwards them to the Crimes Analysis Unit for incorporation into other statistical publications. Remains up to date on NIBRS reporting rules and methodology through mandatory training sessions.